Because of the nature of these records and the sensitive, sometimes distressing, information that they may contain, it is necessary to place strict access restrictions on records that name patients for 100 years after the last date in the record.  Staff records are similarly restricted for 75 years. Such restrictions ensure that the identity of a patient or staff member is protected and that sensitive and confidential information is not released for general access.

Health records are generally deposited with an archive repository by a local health authority and once transferred, they are held by the repository on behalf of the Lord Chancellor under s.4(1) of the Public Records Act (1958). Although restrictions to mental health records are applied and strictly adhered to at Surrey History Centre, as public records, health records are subject to the terms and conditions of the Data Protection Act 1998 and the Freedom of Information Act 2000 and access to them may be considered under the terms of this legislation.

Once it has been established that records relating to a particular individual have survived then a searcher may complete and sign a form requesting access to restricted documents. Surrey History Centre will then liase with the appropriate health authority responsible for depositing the records and reach a decision as to whether or not permission for access should be granted. There are several exemptions within the legislation that can prohibit access to sensitive records being granted, although such exemptions are cited and explained and are subject to appeal to the Freedom of Information Officer in Surrey County Council and ultimately to the Information Commissioner.

It should be remembered that even though one family member may be keen to find out key information relating to an ancestor admitted to one of Surrey's mental institutions, other family members, who may still be alive, could be a little more reticent at the prospect of such information coming to light. To protect the identities of third parties sometimes mentioned within health records, any references to third parties who may still be alive will be redacted or concealed from view - even if a general permission for access is granted.

For details on how to access particular mental hospital records please contact:

Surrey History Centre
130 Goldsworth Road
Woking
Surrey
GU21 6ND

Telephone: 01483 518737
E-Mail: shs@surreycc.gov.uk

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